Complete Quality Department System
Quality departments in companies that work to documented standards and are preparing for external certifications.
From standard to external certification: internal audits, findings, and corrective actions documented all the way to the quality certificate.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every quality standard the company adopts enters as a card in “Standard”, documenting its requirements, scope of application, and the departments concerned. When the internal audit comes due, the card moves to “Audit”, where quality auditors examine departments’ compliance using unified checklists; every shortfall found is logged in “Finding”, classified by severity: critical, major, or minor. The card then moves to “Action”, where the department concerned sets a corrective plan with an owner and date for each finding; then to “Follow-Up” to verify the actions are actually closed, not just on paper. Once readiness is complete, the card moves to “Certification” in preparation for the external audit and the certifying body; and it finally closes in “Report” with a summary of the full cycle.
Chat is for daily coordination between auditors and departments: scheduling an audit, asking about an overdue corrective action, or requesting a document during a visit. Core quality decisions — adopting a new procedure, reclassifying a finding, accepting an alternative remedy — are documented in the Forum so they remain a reference at the external audit. Announcements are the quality department’s official voice: every update to an operating procedure is announced to all employees from there, not through scattered messages.
Dues manages quality money in privacy: external certification bodies’ fees and annual audit fees are recorded with their dates, and any non-conformance penalties imposed on a contractor or supplier are tracked through to collection. The cost of certification and its returns stay clear to management without separate files.
The quality manager oversees the whole board and reviews “Follow-Up” weekly so no corrective action stays open without movement; auditors conduct the audits and document findings with evidence; and operations managers own the corrective actions in their departments. Anyone reading the board alone knows: how many standards we comply with, how many findings are open, and when our next certification is due.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Quality Manager
Oversees the whole board: approves audit plans, reviews “Follow-Up” weekly, and leads preparation for external “Certification”.
Quality Auditors
Conduct internal audits in the “Audit” column with unified checklists, documenting findings with evidence and severity classification.
Operations Managers
Own corrective actions in their departments in the “Action” column and prove their closure in “Follow-Up” with evidence.
Quality Documentation Officer
Updates approved procedures and announces their updates in Announcements, and maintains the current versions of documents.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Forum — Documented discussions in organized sections — decisions and knowledge that never get lost
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Forum sections (4)
- Quality DecisionsDocumenting decisions to adopt procedures, reclassify findings, and accept alternative remedies — with the justification for each decision.
- Recurring Audit FindingsFindings that recur across cycles and their root causes — this is where fixing from the root is discussed, not temporary patching.
- External Certification ReadinessCoordinating preparation for the certifying body’s audit: remaining gaps and the distribution of responsibilities before the visit.
- Quality System ImprovementTeam suggestions for developing checklists, audit methods, and the scope of standards.
«Working Rules for This System» — Pinned in the forum
1) Every standard we comply with has a card, and every internal audit is documented on it — no verbal audits and no findings outside the system. 2) A finding is only logged with attached evidence and a clear severity classification. 3) Every corrective action has an owner and a date on the card, and is closed only with proof of execution in “Follow-Up”. 4) Core quality decisions are documented in the Forum, and procedure updates are announced in Announcements — no circulars outside the system. 5) Certification fees and penalties are recorded in Dues with their dates so no renewal fee is missed.
Welcome announcement: «Welcome to the Quality Department System»
From today, the full quality cycle is managed here: every standard is a card moving from audit to finding to action through to certification, and every update to an operating procedure is officially announced from this channel. First step: log the standards your departments comply with as cards in the “Standard” column, and read the pinned “Working Rules” topic in the Forum before the first audit.
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